Which of the following is NOT a step in developing a health record retention schedule?

• A. Identifying applicable retention periods by record type
• B. Reviewing legal requirements
• C. Setting review dates for updates
• D. Assigning all records the same retention period

Answer: (D)

A health record retention schedule is built on keeping different types of records for different lengths of time, guided by what each type contains, how it’s used, and what laws or regulations require. Assigning every record the same retention period ignores these differences, which is why this approach isn’t part of developing a proper schedule.

The steps that are part of the process include identifying the appropriate retention periods for each record type, so that, for example, clinical documentation, billing records, and administrative files each stay for the time needed to support care, billing, or governance. It also involves reviewing legal requirements to ensure the schedule complies with applicable statutes, regulations, and industry standards. Finally, setting review dates for updates helps keep the schedule current as laws change and organizational needs evolve.